Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract with Brown Enterprise Solutions, LLC for Docusign Subscription & Support services.
Currently, the various agencies within the City of Columbus utilize DocuSign for the management of electronic signatures. The individual agencies establish their own contracts. In an effort to save resources of time and money, the Department of Technology is seeking to establish a single contract which will allow the City to consolidate existing DocuSign contracts into one contract with enough envelopes for all consuming customers. All interested agencies provided their projected envelope consumption.
The Department of Technology formally advertised RFQ028174 on Vendor Services and the city received thirteen (11) responses on July 31, 2024. The responding firms were:
Vendors: Bid Quote Amount:
Brown Enterprise Solutions, LLC $181,352.26
Acachi, LLC $175,265.55
vCloud Tech Inc. $175,278.08
Tech Service Solutions, LLC $175,909.66
AlxTel, Inc. $178,454.40
Kambrian Corporation $184,115.85
American Business Solutions, Inc. $184,161.09
Smart IT Pros, Inc. $219,498.32
Comp Tech Computer Technologies, Inc. $222,122.08
vPrime Tech Inc. $373,494.66
Axelliant LLC $373,904.92
Award is to be made to Brown Enterprise Solutions, LLC, who submitted an “Incentive Credit” form with their bid. The form was approved by the Department of Diversity and Inclusion making them the lowest responsive and responsible and best bidder for their bid of $181,352.26.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Brown Enterprise Solutions, LLC.
The term of this agreement shall be from one (1) year from established certified purchase order. This agreement is not subject to automatic renewal. However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for three (3) additional one-year terms.
FISCAL IMPACT:
The funds for this expenditure have been identified and are available within the Department of Technology, Information Services Division, Information Services Operating Fund for a total cost of $181,352.26.
EMERGENCY:
Emergency designation is being requested for these services that are necessary to support daily operation activities, to ensure no service interruption, and to establish a purchase order at the earliest possible date.
CONTRACT COMPLIANCE:
Vendor Name: Brown Enterprise Solutions, LLC
Vendor Acct. #: 010668 (MBE)
CC-010668; Expiration Date: 2/2/2026
MBE-010668; Expiration Date: 12/7/2025
Title
To authorize the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC for Docusign Subscription & Support services; to authorize the expenditure of $181,352.26 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($181,352.26)
Body
WHEREAS, the Department of Technology utilizes and has a need for Docusign Subscription & Support services for the management of electronic signatures; and
WHEREAS, in an effort to save resources of time and money the Department of Technology is seeking to establish a single contract which will allow the City to consolidate existing DocuSign contracts into one contract with enough envelopes for all consuming customers; and
WHEREAS, the Department of Technology solicited bids through RFQ028174 for the purchase of the above-described subscription & support and award is to be made to Brown Enterprise Solutions, LLC as the lowest, most responsive bidder; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC for the purchase of Docusign Subscription & Support services at a cost of $181,352.26; and
WHEREAS, the term of this agreement shall be from one (1) year from established certified purchase order. This agreement is not subject to automatic renewal. However, upon mutual agreement, to include same pricing and terms and conditions as those set forth, the services may be continued for three (3) additional one-year terms; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to enter into a contract with Brown Enterprise Solutions, LLC to ensure no service interruption, for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology is hereby authorized to enter into contract with Brown Enterprise Solutions, LLC for Docusign Subscription & Support services at a cost of $181,352.26, for a one (1) year term, starting one (1) year from established certified purchase order, with the option for three (3) additional one-year terms.
SECTION 2: That the expenditure of $181,352.26, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see 2302-2024 EXP)
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.